FINANCIAL SERVICES
DRAFT
Electronic Job Submission Approval Process for
Institutional Approvers
November 2014
A PROCESS FLOWCHART
University
Unit
Submits
Electronic
Job
SubmissionS
1. Review
by
institutional
approver
2. Is
submission
approved?
YES
Sent to HR
NO
B. NARRATIVE DESCRIPTION
The purpose of this document is to capture the steps involved in the approval process by
institutional approvers for the electronic job submission process at the university
Background
Tri-Agency regulations require that any expenditure that is to be charged to a Tri-Agency fund must
go through an independent review before the expense can be charged. The university has
implemented an institutional approver function for Tri-Agency related transactions.
Process Narratives
University Unit Submits Electronic Job Submission
• In order to hire, perform a job change, or any additional payment in the university’s Human
Resources information System About US, university units must submit an electronic job
submission
• If the system identifies the fund as a Tri-Agency fund, a routing queue based on the
department code in About Us is used to send the submission to an institutional approver’s
approval queue for review.
1. Review by Institutional Approver
• The institutional approver will need to log into About Us daily to determine if there are any
submissions waiting in the queue for approval. About Us e-mails or notifications are not
possible so are not sent to approvers to inform them that submissions are waiting.
• Once in the About Us homepage, the institutional approver will click on ‘worklist’.
• The worklist will contain any submissions that are waiting for approval in the institutional
approver’s queue.
• The institutional approver will click on the link which contains the department name and the
update ID number for the submission.
• The institutional approver is now in either the New Job Submission Form or the Job Change
Submission Form which is determined by the type of submission. The former is for new
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•
•
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hires and the latter is used when there are any changes in the original parameters of a
position.
The New Job Submission Form will have all the details of the hire. These include: start/end
dates, CFOAPAL being charged, department, pay amount, job code and payment frequency.
The supporting documentation tab will contain the Tri-Agency Letter of Offer, extension
letter and any other supporting documents that may be required. For any Tri-Agency
submission there is a requirement to attach a document.
The Institutional Approver will review the following criteria before making a decision on
approval:
o Determine they charging a fund that has a sufficient balance and will be open and
active for the duration of the scheduled payments?
o Determine if the proper account code for the type of hire was used (ie; stipend,
support staff, international student)? Please ensure that international hires are coded
with the appropriate account number.
o Determine if the appropriate individuals signed off on the Tri-Agency letter (PI,
Department Head, Delegate)?
o Determine if the Tri-Agency Letter is complete and contains all the specifics of the
hire?
2. Is the Submission Approved
• Once the institutional approver has reviewed the submission, then they will either approve
or return/reject the submission.
• If approved, then they will click on “APPROVE” and the submission will be sent to Human
Resources.
• If disapproved, then the institutional approver will have the option of clicking “RETURN” if
it is a New Job Submission or “REJECT” if it is a Job Change Submission. Either way, it
will go back to the originating department for cancellation or modification.
• The institutional approver will need to submit a commentary specifying why it has been
returned/rejected. The HR process is to include your name and the date in the comment box
followed by the reason for the return or rejection.
Post institutional approver Approval
• As stated, once approved, the status will change to Pending and the submission is forwarded
to Human Resources. Human Resources will then decide whether they will approve or
return the submission.
• If approved, the submission will be processed for payment.
• If returned, it will be sent back to the originator with the reason for the return specified by
Human Resources in the comments field. Once the changes have been made the originator
will resubmit the submission.
pg. 2